Tasks & Responsibilities
Responsible for overseeing and managing administrative operations to ensure efficient and organized workflows within the organization. Handles a variety of clerical tasks, including document processing, scheduling, and correspondence, while maintaining accurate records and files. Coordinates meetings, prepares reports, and assists with project coordination as needed. Requires proficiency in office software, strong organizational skills, and the ability to multitask in a fast-paced environment. Excellent communication and interpersonal abilities are essential for collaborating with team members and stakeholders. Experience in administrative roles or related fields is preferred.
You will oversee all travel and administrative tasks related to medieval and referral cases in Nairobi, working closely with the Travel team to ensure seamless coordination and execution.
Upon their arrival, staff members will receive vital information encompassing visa procedures (such as ETA applications), local retail options, currency exchange facilities, and security briefings, all coordinated in partnership with the ASA unit.
Coordinate with the MSF Sections and OC travel focal points to obtain detailed travel requirements and guidance.
In collaboration with the SHU team, develop and maintain monthly reports to ensure accuracy and relevance.
Consistently track and maintain thorough documentation of all travel-related activities, movements, and critical data to ensure accuracy and compliance.
Ensure administrative travel requirements, including visas and air tickets, are communicated to staff promptly and clearly, while also distributing the welcome package well ahead of time.
You will coordinate and oversee patient transportation arrangements, including taxis for airport transfers to and from, and deliver concise briefings along with assistance for local travel.
Collaborating with travel, finance, facilities, and procurement teams, we assess local accommodation and hotel requirements to ensure administrative needs are accurately specified.
Ensure all per dies and expense claim invoices for staff are processed accurately and submitted within the designated timeframe, with meticulous attention to proper documentation and compliance standards.
Medical insurance and local service agreements involve the negotiation, establishment, and management of contracts with healthcare providers and service vendors to ensure comprehensive coverage and efficient service delivery for employees or members. These agreements outline the terms of medical services, including coverage limits, provider networks, and reimbursement structures, while also addressing compliance with regulatory standards. Responsibilities typically include evaluating provider credentials, negotiating contract terms, monitoring service quality, and ensuring adherence to contractual obligations. Additionally, the role may encompass resolving disputes, maintaining accurate records, and facilitating clear communication between stakeholders to optimize both cost efficiency and service effectiveness.
We assist MSF personnel in submitting MSH pre-certification requests for staff who need hospital admission or scheduled outpatient appointments.
Provide support to both EA HQ staff and field personnel in addressing insurance-related inquiries.
Draft, review, and distribute Letters of Undertaking to healthcare facilities—including The Nairobi Hospital, medical check-up centers, or vaccination sites—upon request from the SHU team.
The invoice from service providers must be printed, reviewed for accuracy, and then scanned for submission to the Finance team to facilitate payment processing.
You will facilitate communication and coordination with ambulance service providers in Nairobi as necessary, whether for event-related requirements or individual staff health assistance.
A Guest House Management position oversees daily operations, ensuring smooth functioning and high standards of service delivery. Responsibilities include supervising staff, maintaining cleanliness, managing reservations, and addressing guest inquiries or concerns promptly. The role demands strong leadership, organizational skills, and the ability to multitask in a fast-paced environment while upholding exceptional guest experiences. Candidates should possess prior hospitality experience, proficiency in property management software, and a commitment to exceptional customer service.
Ensure the staff and caregiver experience optimal comfort throughout their stay in the guest apartment by delivering uninterrupted access to essential amenities, including hygiene supplies, electricity, water, internet, and gas.
Collaborate with the Procurement Unit to guarantee the timely ordering and stocking of supplies for the guest house.
Communicate promptly with the designated contact to facilitate the swift resolution of any damages or malfunctions, ensuring all issues are addressed without delay.
We are seeking a skilled professional fluent in French to provide precise translation and interpretation services. The ideal candidate will possess native-level proficiency or near-native fluency in both French and English, with a deep understanding of cultural nuances to ensure accurate communication. Responsibilities include translating written documents, interpreting spoken language in real-time settings, and reviewing translations for clarity and cultural appropriateness. Strong attention to detail, exceptional writing skills, and the ability to meet tight deadlines are essential. Prior experience in professional translation or interpretation, particularly within legal, medical, or technical fields, is highly preferred. The candidate must also demonstrate adaptability to various subject matters and maintain strict confidentiality regarding sensitive information.
Provide support to French-speaking staff members throughout medical consultations and wellness initiatives to ensure effective communication with healthcare providers.
Before obtaining an employee’s signature on consent forms, clearly communicate the potential risks, advantages, and available alternatives associated with the medical procedure to ensure full comprehension.
Deliver culturally sensitive and empathetic health information effectively by collaborating with health officers to navigate challenging or delicate communication scenarios.
Translate HR documents, health-related forms, consent agreements, and medical records between French and English with precision and cultural nuance.
We safeguard sensitive information through robust security measures, ensuring compliance with relevant regulations and protecting against unauthorized access or breaches. Key requirements include a strong understanding of data privacy laws, proficiency in encryption techniques, and experience with risk assessment methodologies. Responsibilities encompass implementing security protocols, monitoring systems for potential vulnerabilities, conducting regular audits, and training staff on best practices for handling confidential data.
Maintain the strictest confidentiality regarding all medical and personal data, ensuring no unauthorized access or disclosure occurs.
Maintain the highest ethical standards across all patient care activities and documentation processes.
Other Responsibilities
Play a key role in coordinating team events, meetings, and other activities to ensure seamless planning and execution.
Offer constructive input during the periodic review and revision of SHU HR and administrative policies and procedures.
Craft detailed handover documents and reports ensuring continuity of tasks and responsibilities during periods of absence.
Regularly review and maintain administrative work plans in close collaboration with the supervisor to ensure adherence and timely execution.
Seeking a candidate with a Bachelor’s degree in a relevant field, complemented by a minimum of three years of hands-on experience in a comparable role. Proficiency in industry-standard software and tools is essential, along with strong analytical, problem-solving, and communication abilities. The ideal applicant will demonstrate a track record of delivering results in fast-paced environments while exhibiting exceptional organizational and time management skills. Familiarity with regulatory standards and compliance requirements is required, and prior leadership or project management experience is highly desirable.
Language
Fluency in both written and spoken English and French is required.
Education
A recognized institution must confer a Bachelor’s degree in Administration, Business Studies, or an equivalent qualification, along with a Diploma or Bachelor’s degree in Nursing or Paramedic studies.
Experience
Proficiency in administrative functions within a healthcare setting is strongly preferred, while exposure to other humanitarian non-governmental organizations is also beneficial.
We seek candidates with a proven ability to perform effectively in dynamic environments, along with strong interpersonal skills to collaborate across teams. The ideal applicant will demonstrate expertise in [specific competency 1], [specific competency 2], and [specific competency 3], ensuring alignment with organizational objectives. Proficiency in [relevant tool/technology] is essential, as is the capacity to analyze complex data and translate insights into actionable strategies. Additionally, the role requires a commitment to continuous improvement, adaptability to changing priorities, and a customer-focused mindset. Exceptional verbal and written communication skills are necessary to convey ideas clearly and foster stakeholder engagement.
Demonstrated expertise in applying technical knowledge and specialized skills to execute tasks efficiently and solve complex problems is essential. Proficiency in industry-specific tools, methodologies, and best practices is required. Candidates must possess a strong foundation in relevant technical domains, along with the ability to adapt to evolving technologies. Effective troubleshooting and analytical reasoning capabilities are critical for identifying and resolving technical challenges. Additionally, a commitment to continuous learning and professional development in technical fields is expected.
Proficiency in utilizing MS Office Suite applications, including PowerPoint and Excel, is required.
Proficient in navigating the web and internet platforms with ease.
Behavioral/General Competencies
MSF’s Principles are steadfastly upheld through dedication and unwavering adherence to its core values. This role demands an individual who not only understands but actively embodies these principles in every aspect of their work. Consistent alignment with MSF’s ethical standards and operational guidelines is essential, ensuring that all actions reflect the organization’s commitment to impartiality, neutrality, and independence. The position requires a professional who prioritizes ethical integrity, maintains transparency, and upholds accountability in all professional interactions and decisions.
We seek an individual with a deep understanding of cultural diversity and its impact on global interactions. The ideal candidate will demonstrate proficiency in navigating and adapting to various cultural contexts, ensuring effective communication and collaboration across international teams. Essential qualifications include prior experience in multicultural environments, strong interpersonal skills, and the ability to approach situations with sensitivity and openness. Responsibilities will involve mediating cultural differences, fostering inclusive workplaces, and promoting mutual respect among diverse groups.
We are seeking a forward-thinking professional to drive a dynamic and long-term strategic vision, ensuring sustainable growth and competitive advantage in a rapidly evolving market. The ideal candidate will possess a proven ability to anticipate industry trends, align organizational goals with market demands, and foster innovation across all levels of the business. This role demands strong leadership skills, the capacity to inspire cross-functional teams, and expertise in translating complex data into actionable strategies. Additionally, the position requires a deep understanding of resource allocation, risk management, and performance metrics to optimize efficiency and maximize impact. Collaborative by nature, the successful applicant will engage with stakeholders at all tiers to cultivate a culture of strategic thinking and continuous improvement.
Results-driven professional with a strong focus on quality, committed to achieving measurable outcomes while maintaining high standards. Demonstrates an unwavering dedication to precision and excellence in all tasks, ensuring that deliverables meet or exceed established benchmarks. Proactively identifies opportunities to enhance efficiency, reduce errors, and optimize processes to drive continuous improvement. Balances speed and accuracy to deliver reliable results consistently, fostering trust through dependable performance. Emphasizes accountability and a results-oriented mindset to meet and surpass organizational goals.
Service Orientation
We are seeking a meticulous professional to manage the planning and organization of key initiatives, ensuring timely execution and alignment with organizational goals. The role involves developing detailed plans, coordinating resources, and maintaining clear communication channels among stakeholders. Proficiency in project management tools and methodologies is essential, along with strong analytical skills to assess progress and address potential challenges. The ideal candidate will demonstrate the ability to prioritize tasks, allocate resources efficiently, and adapt to changing requirements while maintaining high standards of accuracy and efficiency.
Initiative and Innovation
Able to adapt readily to changing priorities and demands.
Exceptional interpersonal and verbal communication abilities, coupled with the capacity to articulate ideas clearly and effectively, are essential. Additionally, proficiency in written communication to convey information concisely and persuasively is required.
We offer a comprehensive benefits package and favorable working conditions, including competitive compensation, health and dental insurance, a retirement savings plan with company matching, paid time off, and flexible scheduling options. Additional perks may include professional development opportunities, remote work flexibility, and wellness programs designed to support work-life balance. Employees also enjoy a collaborative work environment, modern facilities, and ongoing training to foster career growth.
The position is based at the Medicine Sans Frontiers Eastern Africa office located in Nairobi, Kenya.
Open-ended, full-time employment with no predetermined end date.
Seeking an immediate start date, with availability beginning as soon as possible.
The role offers an annual salary of EUR 18,476 at HQ Grade 6, structured as a full-time position with a yearly increment of 2%, accumulating up to a maximum of 10 years.
A financial benefit supporting work-life balance is provided, ranging from EUR 247 to 295 per month, contingent upon individual and administrative circumstances. This benefit may be allocated toward expenses such as housing and utilities, as well as transportation costs.
Other benefits comprise 25 days of paid annual leave, employer pension contributions, and comprehensive medical insurance coverage—extending to both the employee and their family—in accordance with MSF EA’s terms and conditions.
go to method of application
Please submit your application using the provided links on the company’s official website.
Qualifications
BA/BSc/HND , Diploma
